Managing projects in a simple way can be challenging for big organizations on different verticals, handling hundreds of projects and teams; there’s a lot of complex data and shifts in priorities as projects keep advancing at their own pace for positive outcomes. As one of the most commonly preferred software tools for project management, Jira comes into play to help teams align around project tasks. This blog post will show you different simple project management use cases and how to elevate Jira to tackle common project management challenges.
Controlling projects as such in Jira can sometimes be a struggle, given that the tool focuses on the minimal expression: tasks. However, workarounds to get to the project level also require specific dedication, tool configuration, and dedication of a professional to the tool, which means a lot of money. Compared to solutions available at the Atlassian Marketplace, you can just download, plug, and play and start managing projects in Jira like a boss.
The evolution of Jira admins >>
Depending on your industry, pains might vary, depending on its nature, the regulations, and common struggles. When the time comes to manage projects related to accessing sensitive data, maintaining data accuracy, running reports, and keeping teams on the same page, it can be very specific to it. We mean, whether you're a project manager striving to secure data, a team lead needing a quick overview of projects, or a compliance officer preparing for audits, the hurdles can lead to inefficiencies, mistakes, and wasted time—especially as projects grow more complex and span across departments.
Having the proper set of features in place, at minute one, to face those areas where Jira falls short or requires long hours of configuration, a helpful solution such as Projectrak comes to solve frustrations around data security, lack of flexibility in searches, and inefficient workflows that slows down productivity, creating time-consuming process prone to errors and bottlenecks.
Projectrak is designed to save time from minute one by fulfilling Jira pains to project management needs, allowing it to protect sensitive information and ensure seamless collaboration across teams in a simple way. Helping different industries, from financial teams to marketing teams, hospitality, and automotive industries, to overcome project management problems in real-world scenarios. Let’s check exactly how:
Data is the core of a company’s how-to, operations, and own specialization; within project management, controlling the access to specific users to specific data can be a struggle. The lack of control might lead to data breaches, unauthorized changes, and compliance violations. By using the Field Values Security, Projectrak empowers system admins (or Jira admins -check this special) and project managers to specify which individuals or groups can view or edit particular fields, ensuring data integrity and compliance.
This creates a compelling case for managing projects within the finance department, an industry where Projectrak is widely used because of the rigor and control it offers, especially in large financial organizations, as different departments handle different budgets for other teams. Projectrak’s field access feature enables the finance team to protect sensitive budget fields by limiting visibility to only relevant personnel, minimizing the risk of accidental edits, and ensuring data security across projects. Another solution, also available at the Atlassian Marketplace, Budgety, helps solve this specific problem regarding budget management and cost tracking, especially after its recent update regarding permission controls.
Sometimes, as simple and basic as it might sound, when managing budgets, deciphering complex calculations or KPIs at a glance across projects might create confusion if those are not correctly identified with their correspondent prefixes and suffixes (e.g., $, %) on Formula and Number fields, giving more context on what's measured.
When a globally distributed marketing team manages budgets across multiple currencies, the chance to add "$" or "€" prefixes to their project budget fields will minimize confusion and potential financial errors.
Learn how this marketing team uses Projectrak to manage a global team >>
Finding relevant information quickly is crucial for efficient project management; Atlassian knows it, and that’s why they have focused Rovo on this feature. Advanced searches powered by artificial intelligence across all of their products. In this specific case, regarding Jira, as many teams struggle using Projectrak Query Language (PQL) for basic searches, making it easy to locate essential data using filters for empty values and current users allows a large organization's HR department to track specific onboarding projects for new employees and this feature ensures and efficient onboard without delays.
Some teams often need to report data outside of Jira for audits, performance analysis, or cross-platform integrations; here’s when exporting project information lets users get the project’s history to CSV, ensuring the data is available for further processing. For example, when a government agency must undergo periodic audits about their projects, by just exporting the project history, they can prepare the documentation for auditors without granting external access to Jira and not risking data security, that way, helping organizations comply with external requirements and create insightful reports for decision-making.
Learn about different ways to export issues from Jira >>
Connecting Jira to other tools can be complex as a default. As with many of the features that Projectrak offers at the project level, because of its plug-and-play nature, it also avoids creating data silos and also avoids hindering productivity. Having outgoing webhooks for projects facilitates real-time connections with third-party tools, enabling data sharing, action triggers, and seamless updates. If an e-commerce company that needs to track its inventory is doing it through Jira projects, Projectrak’s outgoing webhooks could link their inventory management system and set it up to automatically trigger stock adjustments when a project status changes, such as when an order is shipped or a restock is needed. Now, organizations can automate critical processes, eliminate manual updates, and ensure data consistency across tools, saving time and minimizing errors.
In some cases, updating project details required navigating multiple screens: one to see the information and the other to update it, and this maneuvering was time-consuming; here’s where Projectrak makes the difference while navigating through its different views (List, Board, Timeline), it has incorporated quick edition options for some values directly in the List view and the Timeline view, enabling users to adjust the data right there, reducing time spent on administrative tasks. Such is the case of a product development team that has periodical meetings, and during those, it’s necessary to adjust some values frequently as the projects evolve. Projectrak’s timeline view allows them to update dates quickly, ensuring that everyone involved can visualize the changes and access the latest timeline without navigating multiple screens, allowing the team to focus on execution.
When managing multiple projects, having a centralized view of the project portfolio is critical for quick decision-making and time economics reasons. Here’s where the Project List gadget that Projectrak incorporates makes it possible to get an instant snapshot of project statuses, allowing leaders to make informed decisions about resource allocation and strategic priorities according to the evolution of the project. Imagine a person on a Corporate senior management level using the Project List gadget to track progress on critical projects. It will help them to identify bottlenecks, ensure alignment with corporate goals and business needs, and make resource adjustments where and when needed.
Learn how Projectrak gives visibility to C-level managers within the automotive industry >>
Redefining the way of working with projects in Jira
Project management can find relief when using a plug-and-play solution that allows you to take care of your projects right from the first minute, avoid extra configurations, spend more money, and time-wasting activities that using just Jira will take longer than usual. Alleviate many of the common pains associated with managing projects in Jira with actual use cases. Be sure to enhance the data security of your projects in Jira, simplifying searches, facilitating integrations, and providing real-time portfolio views that put you in control, empowering your teams to collaborate better.
Talk to us if you have similar struggles or different use cases. We would like to know more about the uses you might be giving to Projectrak. Focus on becoming more efficient and making faster decisions, delivering real value. If you’re ready to transform your Jira experience and solve these standard project management headaches, contact our team to learn more or book a demo.